ACES privacy notice

How we use your information

The University of Dundee (‘the University’) collects and processes your information further to your participation in the ACES Project. Your information will be used to provide access to events, work experience placements, student shadowing opportunities and workshops. We will use your information to contact you about any of the above, using your preferred contact methods. You can update these at any time by contacting aces@dundee.ac.uk.

Your information will also be used to enable the ACES team to assist you with any specific requirements that you may have, for health and safety purposes and to evaluate your suitability for the different aspects of the project. Health and safety purposes include disclosing your attendance information to teachers, parents and guardians, for example to identify if you have failed to attend a workshop when expected and may be at risk.

The ACES project relies on a close working relationship between the teachers at participating schools and ACES staff. To facilitate this, ACES will pass on information to teachers regarding which of their pupils are participating in the project and when pupils will attend events. This is to help organise the support provided to a pupil, for example, if they need to miss a class to attend an ACES event.

ACES may ask you to complete a feedback form. The information you provide will be used to evaluate the provision and impact of the project.

Subject to your consent, identifiable information will also be shared between the partners in the ACES Project. It will be used to improve the programme, to support you in applications to degree programmes by providing evidence of your participation in ACES to other universities and to keep in touch with you after the project ends.

The ACES partners will also share anonymised (i.e. non-identifiable) reporting data between them to measure the effectiveness of the programme.

We normally retain your information for two years after you complete your studies at School, to allow us to support you in any applications you might make to college or university. If you consent to us following your progress at university to improve ACES we will retain your information in an identifiable way for one year after you graduate from your degree programme.

Personal data

Your personal data will normally comprise your name, date of birth, age, gender, home address, telephone numbers, email addresses, emergency contact information, qualifications that you have obtained, which school you attend, your Scottish Candidate Number, eligibility criteria (including having spent time in care, being a young carer or being in receipt of free school meals) and your current school year.

You may have provided the University with your information or others may have provided your information on your behalf (such as a teacher, parent/guardian or a referee).

Special categories of personal data

We do not routinely hold special categories of personal data for the purposes described above. However, we may have such information if you provide it to us directly, for example so we can make appropriate adjustments for a disability.

Data controller

The University of Dundee is the data controller for the information it collects about you. Where you are happy for your data to be passed to other universities in support of your applications, they will become the data controller for that data. Any use they make of that data will be subject to their privacy notices. You should make sure that you understand how your data will be used before agreeing to any transfer.

We maintain lists of participants and their contact details and email people directly via Microsoft Office 365. This product is cloud-based. Microsoft have adopted ‘binding corporate rules’ amongst other measures to safeguard data in their systems.

We use Eventbrite software as a registration tool for our events. Eventbrite have adopted the EU-US Privacy Shield to demonstrate their standards with personal data. 

Lawful processing

The University asserts that it is lawful for it to process your personal data for the purposes detailed above for the performance of tasks carried out in the public interest or in the exercise of official authority vested in the controller.

If the University requests your consent to process any of your data, that consent will form the lawful basis for the processing of those data.

Please note that the University may also process your personal data in this area in compliance with legal obligations to which it is subject or to protect your vital interests or those of others.

Where you provide the University with special categories of personal data directly, for example so we can make adjustments for disabilities, that processing is further to obligations placed upon the University in the field of social protection law.

We may also process special category data to protect your vital interests or those of others, where we have asked you for specific consent to do so or for the establishment, exercise or defence of legal claims.

Your rights

The University respects your rights and preferences in relation to your data. If you wish to update, access, erase, or limit the use of your information let us know by emailing aces@dundee.ac.uk. If you would like to withdraw from your participation in ACES you can do so by emailing us at the same address.

If you wish to complain about the University’s use of your information please contact the University’s Data Protection Officer in the first instance by emailing dataprotection@dundee.ac.uk. You may also wish to contact the Information Commissioner’s Office.